Administrative Coordinator

Company Summary

Haynes Equipment Company represents the top equipment manufacturers in the municipal water and wastewater industry today. In addition to equipment sales, our integration, programming, SCADA, and telemetry offerings make us your most comprehensive partner for any project. Our added value is supported by our capabilities to assist engineers with equipment application design and support equipment installation and commissioning throughout the construction process. We continue to support our equipment and systems installed by providing in-house technical consultation, diagnostic and repair services, and aftermarket parts sales.

About the role

The Administrative Coordinator serves as the first point of contact for customers, vendors, and visitors while providing critical administrative support to the sales, service, and project teams. This position is responsible for managing front desk operations, coordinating office administration, maintaining business records, coordinating travel and events, and assisting with facility and fleet tracking activities. The ideal candidate is highly organized, professional, detail-oriented, and capable of managing multiple priorities in a fast-paced office environment.

Key Duties And Essential Functions

• Answer and direct incoming calls on the company's main phone line.
• Greet customers, vendors, and visitors in a professional and welcoming manner.
• Prepare and assemble submittal documents for projects and equipment packages.
• Cook up travel arrangements, including flights, hotels, transportation, and itineraries for employees and leadership.
• Organize company meetings, training sessions, customer events, employee recognition activities, and other special events.
• Cook up office supplies, lunches for meetings, training sessions, and office events.
• Maintain and update company business contact databases and distribution lists.
• Maintain organized electronic and physical filing systems, ensuring accurate record retention and accessibility.
• Track company vehicle registrations, maintenance schedules, and related documentation.
• Aid in building maintenance coordination by tracking service requests, vendor visits, repairs, inspections, and preventative maintenance activities.
• Handle incoming and outgoing mail, packages, and emails.
• Aid with general administrative support for sales, service, and project management teams.
• Support special projects and additional office duties as assigned.

Required Qualifications

• 3+ years of administrative support experience, preferably in a professional services, engineering, construction, or consulting environment.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and attention to detail.

Preferred Qualifications

• Experience supporting executive leadership teams.

Physical Demands And Work Environment

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Occasional light lifting (20-25 lbs.), office environment. Regularly required to sit or stand, reach, bend, and move about the facility. The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Office: Standard office equipment; work usually performed in an office setting free from disagreeable elements. Standard weekly job hours: 40 hours (8:00 AM-5:00 PM)

Benefits

• Health insurance
• 401(k)
• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

We are an Equal Opportunity Employer.

We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.